NOTES ccNSO Council meeting 209 Thursday, 19 September 2024 at 12:00 UTC 1. Welcome and roll call Welcome by Alejandra Reynoso, ccNSO Chair. Council workspace for this meeting: https://community.icann.org/x/HQEZEw Reminder to current Council members to please add “Council” next to your name in zoom No roll call. Attendance from the zoom room One AOB, regarding IFRT2 a. Establish whether meeting is Quorate Claudia: no apologies, but 3 Council members arriving late. Claudia Ruiz, ccNSO Secretariat, mentioned the meeting was not yet quorate. 2. Updates Statements of Interest Nick: process for election of a replacement for Katrina. I have been nominated to stand in that process. I will not take part in any of those discussions. Alejandra: new format of the agenda. Use wiki as the one source for all materials. To avoid confusion with materials in your inbox. Background and supporting documents * Council workspace for this meeting: https://community.icann.org/x/HQEZEw * ccNSO correspondence: statements and responses: https://ccnso.icann.org/en/about/statements.htm ADMINISTRATIVE MATTERS 3. Relevant Correspondence a. Notice of Resignation of Board Member Katrina Sataki to ccNSO Council Chair and Secretariat | 23 August 2024 b. Secretary's Notice of Resignation of Board Member Katrina Sataki to ECA and ccNSO Council Chair | 24 August 2024 4. Minutes & Action Items a. Minutes Meeting 208: Circulated 10 September 2024 The prior meeting's minutes are approved. 1. Action items All action items from the previous meeting are completed. No questions or comments were raised regarding these agenda items. Action Items 208-04 to 208-08 are discussed during the meeting today. * Action item 208-01: Completed Following the departure of Tatiana Tropina from Council, the Secretariat is requested to add the topic to the agenda of Council meeting 209, regarding filling the vacancies for one (1) member to the Triage Committee, and one (1) Council liaison to IGLC. * Action item 208-02: Completed The secretariat is requested to publish the resolution regarding the CSC effectiveness review deferral * Action item 208-03: Completed The ccNSO Chair to send letter to ICANN Board Chair, regarding the CSC effectiveness review deferral * Action item 208-04: Completed (see agenda item 14, Council meeting 209) Once the Travel Fund Committee finalises the proposed revised Travel Fund Guideline, the secretariat is requested to send it to Council for review, and then to the community, unless Council raises any concerns. * Action item 208-05: Completed (see agenda item 15, Council meeting 209) The Secretariat is requested to prepare a boilerplate text for the invite to ccTLD managers to join the ccNSO, and send to the draft to Council for discussion * Action item 208-06: Completed (see agenda item 17, Council meeting 209) The volunteers that stepped forward during Council meeting 207 are requested to draft a cover note regarding the ccNSO response to the Board Caucus regarding the questions about the proposed ccPDP3-RM policy. * Action item 208-07: Completed (see agenda item 11, Council meeting 209) The ccNSO Chair is requested to keep Council informed about developments in the ICANN “how we meet” initiative. * Action item 208-08: Ongoing (see agenda item 18, Council meeting 209) The ccNSO Council members are requested to suggest topics for the joint session between the ccNSO and the ICANN Board at ICANN 81. * Action item 208-09: Completed The ccNSO Council members interested in joining the planning committee for the ICANN 81 Plenary session on the ALAC topic proposal are invited to inform the Council chair. * Action item 208-10: Completed (see agenda item 16, Council meeting 209) The Secretariat is requested to propose to Council a template for the DASC review. * Action item 208-11: Completed Council members are invited to participate in the DASC survey 5. Intermeeting Decisions (since meeting 208, August 2024) 208-A: Appointment of Jordan Carter and Peter Koch as members to the informal WSIS+20 Discussion Group, and Biyi Oladipo as alternate. 208-B: Adoption Board Seat 12 Nomination Process timeline and appointment Joke Braeken as Nomination Process Manager 208-C: Selection Eyitayo Iortim as ccNSO Delegate to the 2025 NomCom 6. Intermeeting Decisions Triage Committee The Triage Committee has made no decisions since the last meeting. No questions or comments were raised regarding this agenda item. UPDATES 7. Update ECA, IFRT & CSC (written updates) Written updates were provided. No questions or comments were raised regarding this agenda item. 8. Update WGs (written updates) a. ccPDP3-Review Mechanism - Dormant b. ccPDP4-IDN - Dormant c. DASC d. GRC e. IGLC f. MPC g. OMC - First meeting prior to ICANN81 h. PGA WG i. SOPC j. Tech WG - Had no meeting since Council meeting 208 k. TLD-OPS SC - Had no meeting since Council meeting 208 l. UAC m. Triage Committee - Had no meeting since Council meeting 208 n. CCG WS2 Implementation- Had no meeting since Council meeting 208 o. IRP Panel Selection - Had no meeting since Council meeting 208 p. Planning Prioritization Process group - Had no meeting since Council meeting 208 q. RZERC r. RSS GWG s. CIP-CCG Written updates were provided. No questions or comments were raised regarding this agenda item. 9. Update liaisons (written updates) a. Update ALAC Liaison b. Update GNSO Liaison c. Update UASG Liaison Written updates (if any) were provided. No questions or comments were raised regarding this agenda item. Ongoing call for volunteers for 1 ccNSO liaison to ALAC, and one 1 ccNSO liaison to GNSO Council Webinar next week. Council members are not eligible. Claudia: we are quorate. 10. Update ccNSO Website redesign No questions or comments were raised regarding this agenda item. Alejandra: meetings with the ICANN team. Wireframes created. Analysis pending, and more info on timeline to follow. 11. Update Chair, Vice-chairs, Councillors, Regional Organisations and Secretariat a. Update on “How we meet”-initiative by ICANN org Alejandra: received email from Mary. additional info requested by me. More analysis needed by icann. Delay. Info was not easy to collect. b. Heads up: Council leadership meeting with ICANN President and CEO on 2 October More to come at next Council meeting c. Request to appoint a representative to IANA CCG Letter sent to SO/AC chairs. 3 from names community needed and we only have 2 to date. (Greg, ALAC, Maarten Simon, ccNSO), plus 3 from the numbers community. One vacancy. GNSO seems logical SO to appoint an additional person. Ongoing. d. Update on progress by WSIS+20 discussion group Bart: Jordan wants to alert you to the email circulated. A call for a meeting. First meeting. Group has been formed, and they are awaiting the first opportunity to meet. e. Council Vice Chair update to APTLD Jordan provided the update. No questions or comments. He informed Alejandra all went well. Joke: did you like surveymonkey for the ranking of the candidates? No comments. Alejandra likes it. Shall we continue using it? Mostly green ticks Nick: admin burden for staff. Easy to collate answers. Free and good. Harder to see who responded. 100% in favour of tools that make life easier. Is the data properly secure? Confidential basis. Do the tools have the right level of security and confidentiality? Our org underwent privacy assessments. Before we use these tools, we need to be sensitive to the way it is handled. How long is data kept? Data protection law perspective. Be conscious about the issues. Microsoft forms has excellent privacy policies. Making this comment in the spirit is being delivered. Alejandra: sent to individual email addresses of the councillors. Joke: ICANN org approved surveymonkey for use. Legal assessments made. Happy to delete the survey after a certain time, if required to do so Peter: There is a potential data protection issue (regarding the candidates) to be deferred to ICANN legal, I believe. Bart: what are you referring to? Peter: Clarified by Joke in response to Nick 12. Update Board Seat 12 Nomination Process by the Nomination Process Manager Joke: 4 sept heads up that a vacancy needs to be filled. Timeline was included there Call for nominations distributed on 9 Sept. nominations started 10 sept and end 27 sep. 3 candidates to date, all nominated and seconded. 4 oct deadline for acceptance nominations. Then due diligence can start. To be completed by the start of December. List of candidates will be communicated to the public. Virtual Q&A at the end of January, elections in February. 13. Update Council Election Process by the Election Process Manager Term end for Biyi, Jordan, Nick, Demi, Pablo at conclusion of icann82. Webinar on 26 Sep at 14 UTC to inform potential candidates and community. Councillors are invited to join. Nominations start 1 oct. end 22 oct. Q&A at icann 81 with candidates. Wed, block 5. Candidates can join remote or in person ADMINISTRATIVE MATTERS & DECISIONS 14. Appointment members to committees and working groups, if any Move: Sean Second: Pablo Questions or comments? None All in favour 15. Adoption proposed ccNSO Travel Support Guideline Peter: proposed guideline was circulated to council. Following minor refinements, guideline sent to community. No comments received. We propose the adoption of the revised guideline. Move: Pablo Second: Sean Questions or comments? None All in favour 16. Discussion boilerplate text: letter inviting ccTLD managers to become ccNSO members Alejandra: see wiki. Please review and add your suggestions by the end of Wednesday next week. We will clean the draft, and will circulate the proposed final version for an online approval to council mailing list. 17. Discussion template ccNSO DNS Abuse Standing Committee (DASC) review Bart: DASC charter. The ToR and its activities need to be reviewed. Is it valuable to ccnso? Suggest changes. Template follows the format of the CSC effectiveness review. Deliverables, and general questions. See annex. They refer to the ToR of the DASC. general questions regarding the outreach efforts. Review team of 5 members. ToR and RT adopted before ICANN 81, so the RT could meet in person with the DASC members and others, to have a conversation about the DASC itself. Reporting back before ICANN82. Nick: for OISC review. Good for the RT to meet members in person. Regarding the DASC review, good to get this done, sooner rather than later. ToR seems common sense. Sufficient flexibility. Bart: start tomorrow, to review the ToR For the RT, we need at least 2 councillors, who are not part of the DASC. additional 2 volunteers outside of council. SUBSTANTIVE MATTERS & DECISIONS 18. Board Caucus request for clarification on the proposed ccPDP3-Review Mechanism Policy a. Adoption proposed response to the Board Caucus on ccPDP3-RM questions Jordan: provides background. Intense effort. Thanks to all councillors and Stephen Deerhake who chaired ccPDP3-RM. Ready to go. Looking forward to interesting and useful conversation with the board. Alejandra: ccPDP3 indeed. It got split in two parts. Move: Jordan Second: Pablo Questions or comments? None All in favour 1. Adoption proposed cover letter for the response to the Board Caucus on ccPDP3-RM Jordan: draws attention to responses. Group of councillors prepared the draft. Not the same group that provide answer to the questions Questions or comments? None Move: Peter Second: Olga All in favour Action item: please contact board ops once the resolution is effective, to check on the modalities and date for the proposed meeting. 19. Tentative ccNSO Block Schedule ICANN 81 Alejandra: no changes compared to last time Joke: ccNSO schedule for ICANN81: go to https://community.icann.org/x/IgDyF a. Council preparatory meeting b. Council workshop c. Council meeting d. Joint meeting: ccNSO and ICANN Board i.Topics for discussion Alejandra: no format, or board questions to date. Better be prepared. Please use mailing list for suggestions 1. Joint meeting: ccNSO and GAC i.Topics for discussion Alejandra: scheduled 1. Working Group and Committee meetings 1. Tech Day 1. ccNSO Members Meeting sessions 1. Plenary Session Claudia: TLD-OPS Table Top Excercise. (TTX) DRBRP. For the playbook see wiki: Disaster Recover and Business Continuity Playbook : https://community.icann.org/x/T6ajBg Translated into 5 languages Similar TTX at ICANN66. Early test of the playbook Sunday block 3 and 4, second DRBC TTX will be held. Focus on ransomware. Cross-section of participants. Closed session. Needs to be registered for. Registrations close at oct 28 or when the spots fill up. Registration link: https://forms.gle/QswLCMG8mud1VAdGA Alejandra: Very nice experience. Please let your peers know and invite them to join Alejandra: communications with RySG. a joint mailing list was created. Ongoing discussion about topics of common interest. their intent to meet informally with ccnso council representatives. They were notified about the IGLC and DASC sessions at ICANN 81. Seeking to plan a joint session for ICANN82. Peter: A common ccNSO RySG topic could be RSSGWG Alejandra: Remind all that the call for presentation proposals for the ccTLD News Sessions is still open. MPC welcomes additional proposals. https://ccnso.icann.org/en/announcements/announcement-22aug24-en.htm 20. AOB Peter: 2 co-chairs letter to ccNSO and RySG to ask for a short time slot for our outreach efforts,before request for comments starts. ccTLDs as customers. We are interested in ccTLD feedback and others. Have we missed something? During the review, it occurred that certain complaints mechanisms are described in the contract. We have another set of those. Would appreciate having info from ccPDP4 and ccPDP3 Alejandra: the pdps have not been approved nor implemented. How does that fit in there? Peter: working title. Incidental infinds. Review what happened in the past. Bart: intended date of publication of initial findings? Peter: not there yet. Team did not want to wait for the report. Gather input. Unlikely to happen before Istanbul Bart: in person or a virtual meeting? Better under control. The current block schedule is full. Peter: separate webinar is more overhead. 5 to 10 slot needed. Take it offline. Bart: organising a webinar is not difficult. We can assist for the ccnso part. Alternative approach. To not put too much pressure on the agenda Secondly. Are you referring to the mediation mechanism, and the customer complaint mechanism in the contract? Bart: ccPDP3-RM looked at that. See also the responses to the board caucus. Point to various documents. Based on this, before reaching out. 21. Next Council Meetings * 17 October 2024 | 21:00 UTC, Meeting 210 * 14 November 2024 | 10:15-11:30 UTC, Meeting 211 (at ICANN81) * 12 December 2024 | 12:00 UTC, Meeting 212 * 16 January 2025 | 18:00 UTC, Meeting 213 * 13 February 2025 | 12:00 UTC, Meeting 214 22. Adjourn Thank you all. Joke Braeken joke.braeken@icann.org<mailto:joke.braeken@icann.org>